Business Administration Assignment: Analysis of Units 1-7

This Business Administration assignment provides a detailed overview of various aspects of business management, covering units 1 through 7. The assignment delves into key concepts such as performance management, office efficiency, and the importance of an adequate workforce. It explores topics like managing incoming and outgoing mail, and the security measures involved. The document also discusses employee rights and responsibilities, workplace conduct, and the importance of various business documents. The assignment provides insights into different areas of administration, including visitor reception, student services, finance, and reprographics, and emphasizes the skills needed for each. It also touches upon the role of representative bodies and the protection of employees, and provides details on the requirements for writing effective business documents within an organization.

Business Administration

Contents
INTRODUCTION...........................................................................................................................2
UNIT 11...........................................................................................................................................2
1.1...........................................................................................................................................2
1.2...........................................................................................................................................2
1.3...........................................................................................................................................3
1.4...........................................................................................................................................3
1.5...........................................................................................................................................3
UNIT 19...........................................................................................................................................4
1.1...........................................................................................................................................4
1.2...........................................................................................................................................4
1.3...........................................................................................................................................4
1.4...........................................................................................................................................5
1.5...........................................................................................................................................5
1.6...........................................................................................................................................5
3.2...........................................................................................................................................5
UNIT 24...........................................................................................................................................6
1.1...........................................................................................................................................6
1.2...........................................................................................................................................6
1.3...........................................................................................................................................6
1.4...........................................................................................................................................6
1.5...........................................................................................................................................6
1.6...........................................................................................................................................7
2.1...........................................................................................................................................7
2.2...........................................................................................................................................7
2.3...........................................................................................................................................7
2.4...........................................................................................................................................7
UNIT 31...........................................................................................................................................7
1.1...........................................................................................................................................7
1.2...........................................................................................................................................8
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1.3...........................................................................................................................................8
1.4...........................................................................................................................................8
1.5...........................................................................................................................................9
1.6...........................................................................................................................................9
2.1...........................................................................................................................................9
UNIT 32...........................................................................................................................................9
1.1...........................................................................................................................................9
1.2...........................................................................................................................................9
1.3.........................................................................................................................................10
1.4.........................................................................................................................................10
1.5.........................................................................................................................................10
1.6.........................................................................................................................................10
UNIT 45.........................................................................................................................................11
1.1.........................................................................................................................................11
1.2.........................................................................................................................................11
1.3.........................................................................................................................................11
1.4.........................................................................................................................................11
2.1.........................................................................................................................................11
2.2.........................................................................................................................................12
2.3.........................................................................................................................................12
3.2.........................................................................................................................................12
UNIT 64.........................................................................................................................................12
1.1.........................................................................................................................................12
1.5.........................................................................................................................................13
2.1.........................................................................................................................................13
3.1.........................................................................................................................................13
3.4.........................................................................................................................................14
UNIT 73.........................................................................................................................................14
1.1.........................................................................................................................................14
1.2.........................................................................................................................................14
1.3.........................................................................................................................................15
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1.4.........................................................................................................................................15
1.5.........................................................................................................................................15
1.6.........................................................................................................................................15
2.1.........................................................................................................................................15
2.2.........................................................................................................................................16
2.3.........................................................................................................................................16
CONCLUSION..............................................................................................................................16
REFERENCES..............................................................................................................................17
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INTRODUCTION
Business Administration can be stated as concept used for management of business. It includes
all aspects of overseeing and supervising business operations and related field which include
Accounting, Finance and Marketing.
UNIT 11
1.1
(i) Helps in Achievement of Targets:
(ii) Optimum Use of Resources:
(iii) Minimization of Costs:
(iv) Smooth Flow of Work:
(v) Helps in Maintaining Office Efficiency:
(vi) Managing Survival and Growth:
(vii) Provides Innovation:
(viii) Helps in Retaining Talent and Inculcating Sense of Loyalty in Office Staff:
(ix) Provides Leadership:
(x) Managing Change:
(xi) Maintaining Public Relations:
(xii) Social Benefits:
(xiii) Facilitates Coordination and Control of Various Office Functions:
1.2
Some people mistakenly assume that performance management is concerned only with following
regulatory requirements to appraise and rate performance (Escobar-Rodriguez and Monge-
Lozano, 2012). Actually, assigning ratings of record is only one part of the overall process (and
perhaps the least important part). Performance management is the systematic process of:
 planning work and setting expectations,
 continually monitoring performance,
 developing the capacity to perform,
 periodically rating performance in a summary fashion, and
 Rewarding good performance.
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1.3
Immaculate common areas, restrooms and office space:
Comfortable temperature, every season:
Just right lighting:
Landscaping that welcomes people:
Valet parking, shuttles, or parking management for safe and convenient parking:
LEED-certified or other eco-aware surroundings:
1.4
Factors:
cost
review need
discuss with end users
design system/procedure and guidance documents
implement
delivery any training (systems)
evaluation
1.5
1 Hire an Adequate Workforce
It’s important to engage in workforce forecasting so that you have enough people to satisfy your
existing workload
2. Hire the Right Employees for the Job
You might want to hire someone with less education or experience to save money on your
payroll, or you may be doing your nephew a favor.
3. Set Realistic Expectations
If you want to get the best work from your employees, then you have to make your expectations
clear and realistic.
4. Offer Fair Compensation
Proper labor management services require you to pay attention to your bottom line. However,
you also need qualified employees to do the work, and nabbing the best candidates means
offering fair compensation in terms of salary and benefits (Roth, 2012).
5. Don’t Micromanage
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It’s one thing to use a biometric time and attendance system to track your employees’ hours and
make sure they stick to their scheduled work times and take appropriate breaks – it’s another
thing to look over their shoulders and constantly scrutinize their performance.
6. Ask for Suggestions – Then Listen
Once you’re the top dog you may find yourself out of touch with day-to-day operations. Your
employees are in the trenches, so to speak, and they often have valuable suggestions about how
to increase efficiency, cut waste, and improve productivity
UNIT 19
1.1
Step 1: Stop the Flow. ...
Step 2: No More Credit Card Solicitations. ...
Step 3: Put the Kibosh on Unwanted Phone Books and Catalogs. ...
Step 4: Contribute to Charities, Not Mailings. ...
Step 5: Stop Junk Promo Products. ...
Step 6: Get Off the List of ALL Direct Marketers.
1.2
All post to and from the once lands at my desk every /Tuesday and I immediately sort through it.
0ost the outgoing post is franked “stamped in my company directors franking is always cheaper.
If there is a problem with these prices, for example it’s the wrong side of letter, the value can be
inputted manually on the franking machine. If the scales on the franking machine cannot weigh
the item because it is too heavy, then there is a separate set of scales to weigh the item and then
the weight is used to calculate the franking price.
1.3
To frank an item, it needs to be weighed for the correct price5 this can be checked alongside the
loyal current rates or second class needs to be selected, as well as the type of item egg letter,
large letter, small parcel after the correct information, has been inputted, the item if it is
a letter3can be fed through the machine (Hesselbarth and Schaltegger, 2014). If it is too large, a
label can be printed and stuck on the item, ready for posting. It is always important to make sure
there issues client credit on the franking machine, otherwise items won’t be franked, and this
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value is shown on the bottom of the screen on the machine. After the credit, has been uploaded,
we make sure we keep a note of when the franking machine was last credited in a separate book.
1.4
After all the post, has been franked, it to be placed inside the appropriate posting bag, based on
its class this is for easier distribution. Post outgoing packages are already pre-packaged by the
employees wanting to send them, for example electrical certificates are sealed in the correct
cover by my once manager. However, some packages still need to be weighed by the franking
machine for a label to be created. Packages are then collected by the couriers or the loyal mail
that will come into the building and pick them up to our caretaker every week.
1.5
To ensure security of mail items, all post addressed to employees are organised and delivered to
their pigeon holes, to be opened by themselves. However, post with no name is usually opened
by me if it states it is confidential or private, I will be hand it to the business manager the main
courier service used by my workplace is Parcel force. All items intended to be picked up by
Parcel force need a label end to them which is scanned by the courier. Items being delivered
usually need to be signed for by the administrator, which will be me.
1.6
There are several ways to identify a suspicious item, some characteristics include misspelling of
name or address, no return address, stains, discolouration or a strange odour, or uneven
“unnecessary packaging. The procedures in place state never to open a package believed to be
suspicious, and to isolate it from the rest of the mail, preferably sealing it in another package
or container (Ackermann, 2012).
3.2
All mail is date stamped on the envelope. Most mail is addressed to either a named person or
department; Kimberley adds the initials of an appropriate recipient if there is no named person
on the address. The reason the mail is stamped only on the envelope is that once the mail is
delivered to the appropriate individual it becomes their responsibility to deal with the item.
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UNIT 24
1.1
It is estimated that currently in the UK, more than 4.5 million people work in administration or
business, and this figure is predicted to increase. My job role is Business Admin Assistant in a
secondary school. There are several different areas of admin my role entails, these include:
visitor reception, Student Services, finance, reprographics and basic admin; each one requires a
different set of skills; however all require integrity, initiative, being well organised and the
ability to work in a busy office environment.
1.2
A business admin assistant is usually the first level into the admin sector, but it opens up many
different career pathways. There are many aspects to being an administrator, and so it is easy to
continually expand on skills already gained and move into different, more specific areas of
admin, for example accountancy, marketing or human resources.
1.3
There are a variety of sources available both within and outside my organisation. These allow me
to get advice on things like, employment issues, training and any support I may need within my
job role. Within my work, there are a range of people I can talk to concerning my career, such as
the school’s career advisor, my colleagues or my line manager. I could also use the school library
or external libraries to find out more information about admin.
1.4
An organisation’s code of conduct defines the behaviour expected from the employer and these
are usually outlined in the staff handbook or a similar document, and all members of staff are
expected to uphold and maintain these principles of conduct. In my job, all staff are to place the
well-being and safeguarding of the students at the centre of their role.
1.5
The public has expressed concerns on a number of issues in recent years over the behaviour of
particular organisations and industries, examples of this include the banking industry with unfair
bonuses given to already well-paid bankers and the quality of care provided in hospitals and
residential homes
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1.6
Within any job role, there are a range of representative bodies that promote and encourage the
views of employees with common interests. These organisations collate the views of their
members and act on behalf of them to discuss important affairs and implement change with
support from their employers and other professional bodies.
2.1
All employers and employees are entitled to a number of rights which protect them in the
workplace. These rights however also have corresponding duties and responsibilities. Employer
and employee rights and responsibilities cover a range of issues, including contracts, the
minimum wage, redundancy, holiday entitlement and health and safety.
2.2
Most employers provide guidance on what they expect from their employees in the form of a
staff handbook. This document depends on the organisation, however most should outline
standards of professional behaviour expected in the workplace, the dress code and presentation
of individuals, how to act on staff policies and codes of practice and terms of contract
2.3
There are several different legislations and documents that protect employees. In my role, all
documents and information related to the protection of employees and staff policies can be easily
accessed from the staff server. The main document used in all jobs is a contract of employment
2.4
There are several different sources of information available on employment rights and
responsibilities (Pham, Segers and Gijselaers, 2013). Usually, if an employee’s rights have been
breached they should first discuss this with their employer or manager as there may have been a
mistake, for example with pay. Internally, information can also be found in the staff handbook
and in staff policies
UNIT 31
1.1
There are many different requirements for writing a business document within an organisation,
such as: using the correct language and tone, checking the accurate use of grammar and
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punctuation, ensuring spellings are correct, making sure the presentation and images are suitable
for the audience it is intended for.
Types of business documents:
 Business letters
 Reports
 Emails
 Minutes for meetings
 Newsletters
 Instructions
1.2
When integrating images into business documents they should be suitable for the topic the
document is about, for example; if you were writing instruction on how to bake a cake you
would not want to see a picture of a sandwich as this would be confusing and misleading. Also
ensure the images are fit for purpose, and can be easily viewed by the audience it is intended for.
1.3
It is important to follow corporate guidelines on the correct fonts, formats and styles within the
NHS, the main fonts across the trust are Frutiger and Arial, the normal size of text is 12 as it is
clear and easy to read. Blue is the standard colourised within the NHS, not everything has to be
the blue but it builds on the overall identity of company.
1.4
Data protection is essential when producing certain types of documents, for example: business
reports, confidential emails, letters and minutes for meetings
Copyright is very important, if you are going to use somebody else’s work, you may need
permission to do so.
Intellectual property means the creation of the mind, this refers to things such as: inventions,
literacy, artistic work, designs, names and images that you have invented and is used within a
business
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1.5
Version control is very important for documents that undertake a lot of revision and redrafting,
this is especially important for electronic documents as they can be modified by many different
users, but sometimes the changes may not be so apparent. It is very important to know the
version you are reading is up to date as you do not want to be reading the wrong information.
1.6
Having password protection on a document and making it limited to the amount of people that
know the password. Read-only access is a good way to protect documents as it can be displayed
but not modified or deleted (Papadopoulos and Heslop, 2014). When storing confidential
information there needs to be restricted access, for examples, it should be locked in a secure
room with restricted access.
2.1
All documents
 are written to a specific audience;
 have a consistent message
 should have information in the document that is easy to access, clear, accurate, and
readable;
 Actually reach the intended audience.
 Should reach the intended audience on time
UNIT 32
1.1
Minutes can be written in two ways; agenda-based minutes or informal meeting minutes. The
format of the minutes will all depend on the type of meeting being held and the nature of the
organisation or group.
1.2
Under the Freedom of Information Act 2000, some minutes are legally required due to the nature
of the meeting; this is so information can be accessed by the public. This applies to governmental
bodies (both local and central), police authorities, health and education departments etc.
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